The below information updates and clarifies current University of Washington (UW) policy regarding non-incidental off-site work for faculty and postdoctoral scholars.
University Policy on Off-Site Work
Under state law, it is the public policy of the state of Washington to direct financial resources to fostering economic development through the stimulation of job opportunities and retention of sustainable existing employment for the general welfare of Washington state residents. RCW 43.160.010. Additionally, if an employee requests to work off-site, the University is not required to approve a request to work outside the state, or to provide an explanation as to why it has denied such a request.
In order to remain compliant with state law, public policy, and agency guidance, the University requires that faculty and postdoctoral scholars are physically present at their place of work on University property. As such, off-site work for faculty and postdoctoral scholars is allowable only in certain circumstances as articulated below.
The University recognizes that incidental or intermittent remote or off-site work (such as when traveling to a conference related to University responsibilities; while on vacation; or during a holiday recognized by the University) occurs in the normal course of employment. This guidance applies to non-incidental off-site work, e.g., where an appointee seeks to be physically sited outside of the greater Seattle, Tacoma, or Bothell areas on an extended basis while still attempting to fulfill the responsibilities of their University appointment.
Off-Site Work for Faculty
Per the University’s Instructional Responsibility Policy, faculty members who are paid from funds generated from tuition, fees, and state appropriations will generally be “in residence,” and will have assigned instructional responsibilities in every quarter when so supported. In this context, “in residence” means faculty are physically present at their place of work to fulfill these instructional duties.
Off-Site Work for Postdoctoral Scholars
Postdoctoral scholars are not able to work off-site unless there is a clear business need for them to do so, and that clear business need is the only reason they are requesting off-site work. Given the close mentoring relationship necessitated by the nature of postdoctoral scholar appointments; access to the full university community to support individual development; and, if applicable, visa sponsorship requirements, postdoctoral scholars must be physically present at their place of work on University property to fulfill their appointment duties.
OAP determines whether there is a nexus between the University’s business needs and the proposed off-site work for a postdoctoral scholar. Examples of clear business need include:
- Funding for the postdoctoral scholar’s work is granted to the University for explicit use by that specific postdoctoral scholar off-site.
- A grant’s specific aims for research relating to the University requires that fieldwork be performed off-site.
- In order to complete or finalize research, the postdoctoral scholar must perform work off-site.
Administrators applying for off-site work requests for postdoctoral scholars in their unit should reach out well in advance of the commencement of the requested off-site placement to acadpers@uw.edu via email. In order to be considered for approval, this email must include a thorough overview of the clear business need for the postdoctoral scholar to work off-site.
Reasonable Accommodations
Academic personnel who are qualified individuals with a disability may be entitled to a reasonable accommodation under the Americans with Disabilities Act, which is a change or adjustment to their job or work environment that permits them to perform the essential functions of their job. This reasonable accommodation may include remote work, but whether remote work is a reasonable accommodation for a given appointee is an individualized fact-specific determination through an interactive process with the University.
For more information on how to seek a reasonable accommodation as a qualified individual with a disability, contact the Disability Services Office.